LegalWorks has a simple yet flexible system of managing access to particular documents from certain LegalWorks users. Permission is granted (or denied) to LegalWorks Users and Groups.
By default, all users of LegalWorks (members of the LegalWorks Users or LegalWorks Admins group) have full access to all content in LegalWorks. This includes all matters and documents, email and notes within each matter. Any member of LegalWorks Admins can, however, easily restrict access to any content in LegalWorks to one or more individuals.
Restricting Access to Files & Folders
Since, by default, all items in LegalWorks are available to all of your firm’s users, you may wish to restrict access to certain folders or documents to only certain users. Suppose you have a folder in Firm Documents called Financial that is sensitive and should only be accessible to a few people within your firm. To restrict access to it you would:
1. Select the particular document or folder you wish to restrict access to. On the LegalWorks ribbon (very top of the screen) click Files.
2. On the Files menu, click Shared With. (Note: not to be confused with Share).
3. This will display a list of LegalWorks users that have access to this document or folder (by default: all LegalWorks users). Click Advanced.
4. You will see the permission list for this folder and an alert: This folder inherits permission from its parent (Uptime LegalWorks). This alert confirms that this folder is inheriting the permission of the LegalWorks system and is therefore open to all LegalWorks users.
5. Click Stop Inheriting Permissions. When prompted: You are about to create unique permissions for this folder. Click OK.
6. Now the permission list indicates This folder has unique permissions, which means we can now grant or deny access to this folder to any user or group. By default the LegalWorks Users group still has access to this folder.
To deny access to any listed group (such as LegalWorks Users), check the box next to that user or group’s name then click Remove User Permission
To grant access to a user or group not already in the list (such as a group you may have created), click Grant Permission;
Next, when prompted, enter the user or groups you wish to have access to this folder.
Note that the default permission level of LegalWorks Contribute should be applied.
To reset permissions on any folder (back to the default of open to all users), simply click Delete Unique Permissions. This will reset this folder’s permission to its default, removing any unique (custom) permissions you have created.
(Note that editing the permissions of any item in LegalWorks requires being a member of the LegalWorks Admins group.)
Users & Groups in LegalWorks
Every login account created by you or by a Uptime is a LegalWorks User. A user is a unique login into the system. Every person in your firm that will use LegalWorks will have their own User account. This user identification is used in various way in LegalWorks, including assigning staff members to a client or matter and granting (or denying) access to files and folders for specific users.
A LegalWorks Group is a group of users that you can use to manage access to files or folders to multiple people at once. For example, suppose you wanted to restrict access to a particular folder to all but your accounting department. You could create a group called Accounting then grant access to this folder to the Accounting group (rather than granting access to each member of your accounting department individually).
To manage groups in LegalWorks, click Settings > Manage Groups.
The default groups in LegalWorks are described below.
This is the default group created by LegalWorks, one that any members of your firm must belong to in order to log into LegalWorks. Members of the LegalWorks Users group can, by default, access all documents, modify documents, but cannot add new users or modify document permissions
The LegalWorks Admins group has the same level of access as LegalWorks Users plus the added ability to:
Change permissions on any item (record or document).
Add, Remove or Change Users in LegalWorks.
By default your first LegalWorks login will be a member of LegalWorks Admins. We recommend one or two of your users be given LegalWorks Admin right, to perform administration of your LegalWorks service as necessary.
Adding New Groups
At times you may want to create a new group. For example, suppose you have a folder within Firm Documents called Financial that holds sensitive information. Suppose that only the partners of the firm should have access to this folder. Anyone with LegalWorks Admin permissions could restrict access to this folder by individually granting access to only each partner. However, you could also create a group called Firm Partners, and add the various partners to this group. Suppose that later you promote an associate to Partner, and now wish to give her access to all of the items in LegalWorks that you have granted to the other partners. Rather than manually granting this new partner access to each individual folder or item, if the Firm Partners group already has access to these items, all you need to do is add the newly minted partner to the Firm Partners group.
To add a new group, simply contact Uptime Support to have one created. We will create a new group and allow you (and your LegalWorks Admins) to add users to this group.